Telangana State Pollution Control Board, Hyderabad
TENDER DOCUMENT FOR ENTERING “RATE CONTRACT FOR SUPPLY OF INDIGENOUS & IMPORTED CHEMICALS, GLASSWARE, PLASTICWARE AND LABWARE”
Last date for receipt of quotations is: 30.06.2015 up to 3.30 pm
TELANGANA STATE POLLUTION CONTROL BOARD Paryavarana Bhavan, A-3, Industrial Estate, Sanathnagar, Hyderabad – 500 018, Telangana. Phone No. 040.23887500
1 Telangana State Pollution Control Board, Hyderabad
TENDER DOCUMENT FOR ENTERING RATE CONTRACT FOR SUPPLY OF INDIGENOUS & IMPORTED CHEMICALS, GLASSWARE, PLASTICWARE AND LABWARE
INTRODUCTION:
The laboratories of TSPCB are in frequent requirement of Chemicals, Glass-ware, Plastic ware and lab ware. In order to simplify the process of procurement, TSPCB desires to enter into Rate Contract (RC) for the said items for a period of minimum Two year from the date of award of contract.
In this connection, you are requested to submit the best competitive offer strictly as per the instructions and terms & conditions mentioned in the tender document.
INSTRUCTIONS TO BIDDER:
1. Preparation of Bids
(i)Tenders must be sealed and super-scribed with “Rate contract for Chemicals, Glass-ware, Plastic ware and lab ware”.
(ii) Opened/Unsealed Tenders in any form shall not be accepted.
(iii) Tenders must be addressed to Member Secretary, T.S. Pollution Control Board, Paryavarana Bhavan, A-3, Industrial Estate, Sanathnagar, Hyderabad – 500 018. Last date for receipt of quotations is 30.06.2015 upto 3.00 pm.
(iv) Tenders/ quotations must be sent in advance, so that it reaches the destination on or before the due date and time. Quotations received after the due date and time shall not be considered at all. The Board shall not be held responsible for any postal delay, if any.
(v) Conditional and ambiguous and late / delayed tenders shall be rejected summarily.
(vi) Incomplete tenders in any form shall be treated as non-responsive and non acceptable.
2. SCOPE OF CONTRACT i) The supplier will have to maintain sufficient stock of the standard quality of all items to avoid inconvenience to the Board. ii) In case of failure or refusal to supply, the contract is liable to be cancelled at the risk and cost of supplier. Any extra cost involved in arranging supply from alternative source will be recovered from rate contract holder. iii) The stores so supplied will have to be of high quality & grade and in the event of substandard / inferior quality, the supplier is liable to be blacklisted. iv) All the Bids will be opened as per the date and time specified in the Tender Document. If desires, bidder’s representatives may attend the same.
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3. PERIOD OF CONTRACT :
The Rate Contract (RC) shall be for a minimum period of one year from the date of issue of order unless cancelled by the Board before the expiry of the period at its discretion. However, the contract may be extended beyond Two year, if so agreed to, by both the parties. The rates shall remain valid for a period of minimum one year and there will be no change in price structure during the currency of the contract except, if the statutory levies are otherwise made applicable by the Govt. through notification / regulations. Enlistment can be cancelled at any time if the firm found as a habitual defaulter or supplying sub-standard material or for any reason or non-compliance of the terms and condition of the RC. It may be noted that price/ rate should not be higher than the market price at the point of time of supply and if such documentary evidence/(s) would be made available, only market price would be payable to the supplier. The Board has the option to renegotiate the price with supplier/ rate contract holder at any point of time within the period of contract & if there is strong reasons & necessary, negotiation may be possible before entering in to contact .
4. BOARD’S OBLIGATIONS:
Opening of Quotations : The quotations will be opened by the committee of Board. Bidder/ their representative may attend Price Bid opening as per the mentioned/ intimated schedule.
Board is exempted in terms of government Notification No. 51/96-Customs dt.23july 1996 and Notification No. 10/97- Central Excise Dt. 1 March 1997 from paying Custom / Excise Duty on procurement of stores vide the Department of Scientific & Industrial Research Certificate.
Our Board is not entitled to issue either Form C or D to avail concessional Sales Tax. Hence, the exact percentage of total Sales Tax / VAT is to be mentioned by the bidder.
5. LIABILITY OF THE BIDDERS:-
Materials should be door delivered at various laboratories located in Telangana State.
Delivery must be made immediately preferably within 02-03 weeks after placement of order either directly or through their dealer network unless otherwise specified.
If the suppliers fail to deliver the stores within the allotted delivery period as specified above, the Purchaser may procure goods or services similar to those un-delivered upon such terms and in such manner as it deems appropriate from any other firm/ alternative source and the supplier will be liable to the purchaser for any excess cost.
Part Supply is normally not acceptable. But may be allowed on genuine cases, on written request only and permission of user.
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(i) Manufacturer’s PRICE LIST/ CATALOGUE/ BROCHURE/PAMPHELT ETC. MUST BE SENT ALONGWITH THE OFFER, FAILING WHICH, THE OFFER WILL NOT BE CONSIDERED. If your firm is selected for entering rate contract, five copies of same price lists are to be sent to our Zonal Laboratories situated at Ramachandrapuram and Warangal. (ii) Softcopies of Price of the products must be submitted only in the form of CDs/ any non-volatile portable form. (iii) Offered Basic price must not be higher than price displayed by manufacturer on their website/ Price list/ MRP on cover/ genuine & authentic documentary evidence . Price list must be stamped and signed with date by the bidders. (iv) Discount:- Please quote maximum discount on your list price as applicable to Government Research Institutes. Discount must be indicated in words as well as in figures. (v) For any rate contract items / Quantities/ frequencies demand etc., if manufacturer has any special discount offer/ free gift scheme, the same shall have to be passed on to Board, without any additional cost. (vi) Mere submission of application/ proposal does not imply acceptance of the same at this end and the firms will be enlisted only after meeting the laid down qualifying parameters for which our decision will be final. (vii) Specification and Make : Quotation should be given for reputed brand / make. If in the view of the supplier there is any other alternative item which can serve out purpose, quotation may also be given for the same separately. Client list along with the Previous purchase order copies of similar item (s) supplied to any Central / State Pollution Control Boards / any Govt. Organization including details of price & all charges must be attached. (viii) Mode of dispatch : Delivery must be up to FOR destination at their own risk / cost i.e. free delivery at our laboratories located in Telangana State. (ix) Delivery Period : Delivery must be made immediately i.e., 02-03 weeks after placement of order either directly or through their dealer network unless otherwise specified.. In case of Exstock, the rates of transport, F&F, Insurance etc. must be included in your price. (x) Insurance: In the case of FOR destination, insurance should also be covered by supplier. The goods should be insured against all risks from ware house to ware house basis. The insurance charges, if any, must be included in your price. (xi) Packing & Forwarding : Rate must include packing & forwarding charges. (xii) Printed terms and conditions of the applicant on their quotation Form/ Literature/ Letter etc. if any, will not be binding on us.
6. Appointment of Local Dealer/ Stockiest
The Manufactures/firms /principals shall furnish the name and address of their local Stockiest /Dealer so that the copies of orders can be endorsed to them for expeditious supply. In such cases where local dealers/stockiest has been nominated by the principal, the bills raised by them against our purchase order will be accepted.
Any addition and deletion of dealership/ distributorship shall be intimated to the undersigned immediately on authorization of a new party.
7.ESTIMATED SALE:
The target of sale may vary depending upon the requirement
The Rate Contract agreement with this Board does not ensure business of any quantum, whatsoever. 4 Telangana State Pollution Control Board, Hyderabad
8.WARRANTY: One year standard warranty (Wherever applicable)/ Life of the item (s) must be indicated with name and address of the manufacturer/ service provider should invariably be given.
9. ELIGIBILITY CRITERIA FOR THE TENDERERS:
The bidder has to produce the following documents while submitting the tender. Non- production of any of the following documents may lead to rejection of the BID/Offers.
i) Copy of the firm’s VAT/TIN NO. (REGISTRATION CERTIFICATE) ii) Copy of PAN CARD of the bidder. iii) Tax clearance certificate for last three years. iv) Dealership/ stockiest/ distributorship certificate/ authorization of the manufacture. v) Price list of the manufacturer. vi) Offer Maximum Discount percentage, which will be one of the most important criteria for selection of firm to enter into rate contract. If one manufacturer will authorize more than one firm for supply, the offer with the highest Discount will be preferred. vii) Experience with good track record and satisfactory service / reputation of vendors like TSPCB / CPCB/ any SPCBs / any Govt. org. / PSU will be preferred in the same order. viii) Any deviation from the tender& Conditions mentioned above will imply disqualification for the firm.
10. LD / PENALTY CLAUSE:- A liquidated damage charges of minimum up to @ 0.25% of order value per month for consumable maximum up to 10% of the total order value will be recovered from the vendor for non-compliance of the RC Terms .
11. LOSS, DAMAGE & SHORTAGE:-TSPCB shall not be responsible for any loss, damages and shortage during transit / transportation. Payment shall be made for materials received in good conditions only.
12. PAYMENT TERMS: The supplier shall present their triplicate copies of computer generated bill for each order/ supply. All payment shall be made on bill basis on receipt of the materials in full and all requisite documents as per terms & conditions of RC & order normally within 30 to 60 days from the date of delivery or otherwise specified in the purchase order. Advance payment will not be made.
13. AGREEMENT: Both TSPCB and selected bidder for the contract shall enter into an agreement mutually agreed upon in the prescribed format which shall be operative for a minimum period of Two year.
14.VALIDITY OF THE TENDER The validity of the offer should be 180 days from the date of opening of the tenders.
15.CHECK LIST
The bidder must submit the following documents along with their tender papers:
i. Income tax clearance certificate. ii. A authorization certificate from manufacturer. iii. Copy of registration certificate and by laws in case of co-operative society.
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iv. Copy of the firm’s VAT /TIN NO. (REGISTRATION CERTIFICATE Submission of Bids. v. Copy of PAN CARD of the bidder. vi. Tax clearance certificate for last three years. vii. Dealership/ stockiest/ distributorship certificate/ authorization of the manufacture. viii. Price list of the manufacturer duly sealed & signed. ix. Copies of Purchase Orders placed by TSPCB / SPCB / CPCB / any Government organisations.
The Purchaser shall not be responsible for any postal delay and delay in receipt of the offer. Delayed/ Late Bids will not be accepted at any circumstances.
16. DESCRETION OF THE DIRECTOR: Member Secretary, TSPCB reserves the right to accept or reject any or all the tenders without assigning any reason what so ever. The Rate Contract can be terminated at any time without any prior notice . The contract may be extended or curtailed at any point of time at the discretion of the Member Secretary, TSPCB.
17. DISPUTES & ITS JURISDICTION: This contract between the supplier and the buyer shall be governed by the Laws of India and under this contract shall be taken by the parties only in Hyderabad to competent jurisdiction.
18. ARBITRATION:
Except where otherwise provided in the Contract, all questions and disputes relating to the meaning of the specifications, instructions and terms & conditions herein before mentioned and as to the quality of the materials, as to any question, claim, right, matter or thing whatsoever, in any way arising out of or relating to the Contract. Specifications, estimates, instructions, orders or these conditions or otherwise concerning the works, or the execution of the same whether arising during the process of the work or after the completion or abandonment thereof shall be referred to the sole arbitration of a person nominated by the Member Secretary, TSPCB, and if he is unable or unwilling to act to the sole arbitration, some other person appointed by him willing to act as such arbitrator. The submission shall be deemed to be submission to Arbitration under the meaning of the India Arbitration & Conciliation, 1996 or any satisfactory modification or re-enactment thereof for the time being in force conclusive and binding on all parties of the Contract. The venue of the arbitration will be Hyderabad only.
19. PARALLEL CONTRACT:
The Member Secretary, TSPCB reserves the right to enter into parallel contract simultaneously or at any time during the period of this contract with one or more suppliers.
20. RIGHT OF ACCEPTANCE:
The director reserves the right to accept the lowest or any other tender and reserves to himself the right of accepting the whole or any part of the tender without assigning any reason what so ever.
Sd/- MEMBER SECRETARY
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APPLICATION FORM FOR RATE CONTRACT WITH TSPCB, HYDERABAD
(A separate Application Form is required for each Product Category)
1. NAME & ADDRESS OF THE MANUFACTURER (with Tel./Fax/Mobile/email address)
2. NAME & ADDRESS OF THE LOCAL AUTHORISED DEALER / DISTRIBUTERS (with Tel./Fax/Mobile/email address)
3. QUOTED PRODUCT CATEGORY
4. PERCENTAGE OF DISCOUNT OFFERED (in figures & words)
5. NAME OF THE ANY POLLUTION CONTROL BOARDS OF SIMILAR RC (Max. Three)
6. EXACT % OF CST/VAT TO BE CHARGED (Form `C & D’ will not be issued by TSPCB)
7. DELIVERY CHARGES
8. DELIVERY PERIOD
9. DELIVERY OF MATERIALS Free Delivery at TSPCB Labs
10. CST/JST NO. OF THE DEALER
11 PAN NO. OF THE DEALER
12 PERIOD OF CONTRACT Minimum Two year from the date of award of contract
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NOTES:
We hereby declare that all the particulars given in this application are true and complete to the best of our knowledge and we will produce all the relevant documents promptly, if necessary or as and when asked for by TSPCB. We understand that information provided by us will serve as Pre-qualification Criteria for enlistment on RC and in the event of any information being found false or incorrect or ineligibility being detected even after the approval of Rate Contract our contract may be cancelled and all our claims may be forfeited by the TSPCB. We have read and understood all the terms and conditions of RC and we fully agree to it.
We also declare that we will not sell our products at a lesser price to other parties than those given to you and in the event of happening of such situation, we will be bound to refund the difference and our enlistment may be cancelled at the discretion of TSPCB.
We also undertake that all the terms and such as Product Range, Price, Discount, Delivery/other charges, Terms of Payment and also the name/s of the Dealer/ Distributor will remain unchanged during the period and no alteration will be done without your official approval. However, we will promptly change our distributor / supplier if a request/ complaint is received from your end with regard to this effect due to any reason.
Date: Signature :
Place : Name :
Designation :
Seal of the firm:
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